Overview

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Overview

Attendance Reporting Periods are used for calculating attendance information used for state reporting. The Attendance Reporting Periods need to be set up before calculating or printing the Student Attendance DetailStudent Attendance Campus Summary, or Student Attendance District Summary.


Attendance Reporting Periods page


Security  

Table
Permission
Description
Attendance Reporting Periods (ARP)Read
Insert
Update
Delete
View page
Add new record
Update records
Delete Records
Attendance Reporting Tracks (ART)ReadQuery ART Table



Configuration  

The Attendance Reporting Periods page contains the starting and ending dates for all Reporting Periods in a school, plus other information required for state reporting purposes. At a school that does not use Tracks, only one record is required. If a school uses Tracks, one record is required per Track.


To add a Reporting Period, click on the Add Record button to view the Add a New Record popup.  If no reporting periods are recorded, the Add a New Record popup will contain lines for six reporting periods.  Click on Add Reporting Period to sequentially add Reporting Periods. Click on Remove Reporting Period to remove a Reporting Periods in reverse sequence.


Three sets of information should be recorded:

  • The instructional range:
  • Instructional Periods (displayed in non-flex schools) or Instructional Times (displayed in flex schools)
    • Used to calculate Operational and Instructional Minutes, which are displayed on the Calendar page. For more details on the calculations, see the Create a Calendar documentation.
    • Recorded in the ART table: 
      • ART.LP and ART.HP:  Instructional Periods low/start and high/end
      • ART.LT and ART.HT:  Instructional Times low and high/end
  • Instructional Program 
  • Starting Date and Ending Date


Add a new Attendance Reporting Period


These dates must exist in the Calendar (DAY table). Warnings will be displayed in certain cases:

  • Starting Dates or Ending Dates that do not exist in the school's Calendar (for example, before or after the school year or on weekends)
  • Starting Dates or Ending Dates that overlap with existing Reporting Periods 
  • Ending Dates before Starting Dates
  • For completely populated data, including:
    • No Track (if multi-Track)
    • Existing Track (if not Multi-Track)
    • No Instructional Time/Periods (start, end or both)
    • No Instructional Program
    • Incompletely populated dates or Total Days

Records containing non-Calendar dates will highlight in yellow and will not be saved. Records containing overlapping dates will be annotated with a ~ tilde symbol. If non-Calendar date records exist, they will annotated with an * asterisk.


Warnings for overlapping or invalid dates


As Reporting Period dates are added or adjusted, the Total Days field will be filled in automatically based on valid school days in the applicable Calendar. The Total Days field can be manually updated if needed, and should be updated anytime holidays are adjusted.


Note:  if Calendar dates are adjusted during the year (for example, if a Calendar date at the start or end of a Reporting Period is modified so that it is no longer a school day), the Starting Date and Ending Date for Reporting Periods may also need to be adjusted.